If your institution uses a z39.50 to serve MARC records to the Internet Archive for your books, you'll need a search_id column. At minimum, you should also include a title, author, volume, and language column. Even if this data will come from your MARC records, it helps the scanning center better identify the books.
If you want to add additional metadata, simply create a new column by putting the metadata field name in the top row. Field names should be lowercase and should include no spaces. Use of - or _ is supported if necessary. You can add as many or as few additional columns as you want.
If you are using a z39.50 connection, any metadata columns that are not included in the MARC but are present on the spreadsheet will be added to your archive.org records. Optionally, you can choose to have metadata from the spreadsheet override the metadata from the MARC. This works globally across the spreadsheet, so if you have some items that should not have metadata overridden, and some that should, you'll need to make two spreadsheets.
Our system will do its best to standardize the metadata column names. You can put author, and we'll load that column into our creator field. Ask your scanning center partner if you're unsure. Of course, they'll review the spreadsheet before loading it, just to make sure.
Some columns can contain multiple entries, like language and subject. In this case, the entries should be separated by a semicolon. We may add other columns with this capability in the future, so let your scanning center partner know if you have a special need.
Remember, you can add and delete columns from your spreadsheet at any time. It's up to you how much or how little metadata to add to your records.
And you should delete the search_id column if you're not using a z39.50. We can create your records without any MARC record at all, and you can always upload one yourself later.
When you save your spreadsheet, save it as a csv. If given a choice between Mac and Windows format, use Windows. We recommend using Open Office to create your spreadsheet, but any program should work.
The default options are usually fine, but if there is a question, use utf8 formatting, commas for field delimiters, and double quotes for text delimiters. Depending on your software and operating system, the save dialog may look a little different on your computer.
Once you're satisfied with your spreadsheet, send it to your scanning center partner along with your shipment. Be sure to work out the best way to organize the items in the boxes with your partner beforehand, so the process can work as smoothly as possible.
If you have any questions, contact your scanning center partner.
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